Simple scenario Accounting Schedules MS NAV 2019/20 Created by : Jaromír Skorkovský, Department of corporate economy Date : 6.11.2019 Reason : Orientation in the MS Dynamics NAV 2018w1. Material helping to understand basic Accounting schedule principles and one basic type of financial budget For : MPH_AOMA, MPH_AOPR, winter term 2019 Used database : MS Dynamics NAV 2018w1 – RTS Used abbreviations : Q=question, G/L=General Ledger, Simple Scenario = SS, PWP=Power-Point Accompanying material: PWP-Accounting Schedules 1. A useful tool to create new financial reports used for financial analysis without programming. This tool complements standard mighty reporting system (hundreds of reports) 2. Basic financial reporting is provided by running user-defined reports called Account Schedules. It is, besides hundreds of predefined and existing reports, a basic tool to access data of vital importance. All these reports use as resource data. General Ledger Entries created automatically by posting various documents (e.g., Sales and Purchase orders) by key F9. You can also calculate different parameters, such as IRR, ROI, and many more. 3. Go to menu Financial Management ->General Ledger ->Reporting & Analysis ->Analysis & Reporting. There you can see Account Schedules. 4. In this form, go to the field Name in the header and find Analysis. There you see a template of the report created by somebody who already created this Accounting schedule in the demo database. To see data, go to the icon Edit Account Schedule and push this icon. There you see all chosen G/L accounts used in this report. The tutor will explain the structure. Then you push the icon Overview to see data. The structure of the Account schedule uses data taken from G/L entries based on the initial setup of matrix lines and columns: As you can see in the above form in the Row No, we do have variables (entered when created manually). In our case, we do have 101,102 and so on. In the totaling column, we can see accounts. IWhen a totaling type=Formula, then you can enter arithmetic operations (+,-,x,..,|). The alphanumeric character “|” which you can enter by key combination right Alt+W represents substruction. And to see real data, you can also change periods by related fields (by date, dimension filters such as Department, a project of G/L budget filter). Dates window from to may be different on Autumn 2019 courses. 5. If you change Default Column layout Name to BUDGANAL (Budget Analysis), you close and open it again by Overview, and you will get the different data overview. You have to have some data in a budget matrix. 6. Let´s create your analysis! Go to the Name field and in the list enter new analysis name (e.g., TEST), as you can see below. Enter default column layout = DEFAULT. By use of mouse or F4 to see and chose this possibility. 7. With the help of F4 from the field Default column layout (see above) and by use of Advanced you will get this form after the creation of new line by Ctrl-N or icon=NEW: Next, you have to Create Analysis View Name. Use the F4 and Advanced button and the New icon. Enter VAT accounts From-To (5600-5790), which are G/L account used for VAT posting, dimensions (Area and Department), and use icon Update. It will create a subset of data used in our Accounting schedule. The last entry numbers are visible in the form below. The first picture is before Update and the second one after. After the update you will get : Finally, you will get this and use the layout of column=DEFAULT as we did before. Go to Account Schedule Names, choose the TEST, and Edit Account Schedule icon. Then use icon create and enter two VAT account for purchase and two for sales and formulas as shown in the next form (use G/L account icon) and modify the first column manually to chosen variable names IN 10, IN 25….). These are, in fact, variables used in the calculation. To enter new lines with description, use right-click and New line! And you will get (after using icon Overview) Next example related to budget creation with Dimension use, G/L entries creation and accounting schedule to see how actual and budgeted amount fit together 1. Create a new G/L account by use of icon new from Chart of account window and the indent chart of the account by the icon with this name. The number of the G/L account will be 8350 and the name Artificial Intelligence Consultation. General Posting Type=Purchase, General Business Posting Group=National, General Production Posting Group=Services Before adding new G/L account You must indent created Account by the icon above chart of account After adding an indenting a new G/L account Create a new budget 2020 Now, you must enter data into the budget of 2020. So open budget and before check that the working date is 26.2.2020. Use icon Edit Budget. In Filters below the main matrix remove data From-To, if any. To enter data, use the tree-dots button and afterward icon New. . The tutor will explain how to enter budget entries by use tree-dots button and how to assign to created budget entry a dimension value (s). Primarily use View by =Day. Finally, you will get for View by=Week this form. 2. The next step will be the Purchase of services, meaning two lines in Purchase Order and every line assigned to different dimension values (Department=SALES and Department=ADM). You can use the Purchase Invoice instead of Purchase Order. The vendor will be 10000. Be careful about the working date (remember it). It is crucial for the following steps. Mind you, that type of the Purchase line will be G/L account (the one which we just created). For Sales dimension value this will be 1 hour and 180 GBP per hour. The second line for Dimension value ADM will be 1 hour and 60 GBP. To assign dimension values, use icon Line and, therefore, icon Dimension and icon New to add Dimension Department. Post Purchase invoice (purchase order)t by F9. Below you can see firstly two purchase lines and then How to assign one of the two values to them. In our case, this will be Department=SALES. Mind you, that the date of document creation is 26.2.2020. 3. Change the working date to 6.3.2020 and create a new purchase order with two lines as we have done previously. For ADM dimension the value will be 500 GBP, and for SALES dimension the value will be 200 GDP After posting the purchase invoice, you can see General Ledger Entries. In NAV 2018w1, we will use different dates (26.2.2020, 6.3.2020). 4. We have to create a new Account schedule to see the differences between budgeted and actual (real posted amounts). Go to Account schedule area and use NEW: We enter New name=AI and already predefined Default Column=BUDGETANALYS. Then we enter brand new name for Analysis View Name, and the card will be as follows. Parallelly follow the creation of this card and its update done by a tutor. Now we have to add a new line into our new Accounting schedule AI by use of Edit icon and Insert G/L accounts. And then enter filter fro chosen dimension Deparment values (ADM od SALES)